1. (1) As used in this section:

   1. (a) "Advisory committee" means the Data Systems and Reporting Advisory Committee created in Subsection (3).
   2. (b) "Data retention schedule" means a schedule for maintaining and disposing of student data in accordance with Section 63G-2-604.

   3. (c) "Legacy system" means a student information system that:

      1. (i) was implemented before May 1, 2025; and
      2. (ii) may require manual data transmission to the state board in varying formats.

   4. (d) "Manual data transmission" means a process that requires LEA staff to:

      1. (i) extract data from a student information system;
      2. (ii) modify the data format; or
      3. (iii) manually enter data into a separate system.

   5. (e) "Reporting requirement" means any obligation that requires an LEA to submit data or information to the state board or another governmental entity established in:

      1. (i) statute;
      2. (ii) state board rule; or
      3. (iii) state board policy.

   6. (f) "Student information system" means a computer database that:

      1. (i) provides the functions described in Section 53E-3-518; and
      2. (ii) maintains student records and data over time.

   7. (g) "Student personally identifiable information" means student data that:

      1. (i) identifies a student; or
      2. (ii) is used by the holder to identify a student as defined in Section 53E-9-301.

   8. (h) "System modification" means a change to a student information system required or caused by:

      1. (i) statutory amendments;
      2. (ii) administrative rule changes; or
      3. (iii) state board policy updates.

2. (2) The state board shall:

   1. (a) conduct a comprehensive study of LEA data practices, systems, and reporting;
   2. (b) coordinate with the advisory committee throughout the study process;

   3. (c) seek input from relevant stakeholders, including:

      1. (i) school district superintendents;
      2. (ii) charter school administrators;
      3. (iii) LEA technology directors;
      4. (iv) LEA student data managers;
      5. (v) the Utah School Boards Association;
      6. (vi) the Utah Association of Public Charter Schools;
      7. (vii) student information system vendors; and
      8. (viii) other parties the state board determines necessary; and
   4. (d) establish working groups as needed to examine specific study components.

3. (3) The state board shall create a Data Systems and Reporting Advisory Committee that:

   1. (a) includes representatives from:

      1. (i) urban school districts;
      2. (ii) rural school districts;
      3. (iii) charter schools;
      4. (iv) the state board;
      5. (v) the Department of Administrative Services with expertise in regulations related to government records; and
      6. (vi) other stakeholders as determined by the state board;
   2. (b) provides guidance on study scope and methodology;
   3. (c) reviews preliminary findings and recommendations;
   4. (d) meets at least quarterly during the study period; and
   5. (e) assists in preparing the final report.

4. (4) The advisory committee shall ensure the study of student data retention examines:

   1. (a) types of student personally identifiable information collected by LEAs, including:

      1. (i) information required by federal law;
      2. (ii) information required by state law;
      3. (iii) information required by administrative rule;
      4. (iv) optional information collected by an LEA; and
      5. (v) retention requirements for each type;

   2. (b) methods used by LEAs to:

      1. (i) store student personally identifiable information;
      2. (ii) secure stored data;
      3. (iii) control access to data;
      4. (iv) maintain data quality;
      5. (v) track data retention schedules; and
      6. (vi) dispose of outdated data;

   3. (c) compliance with:

      1. (i) retention schedules under Section 63G-2-604;
      2. (ii) privacy requirements under Chapter 9, Student Privacy and Data Protection;
      3. (iii) security standards established by the state board; and
      4. (iv) federal privacy laws;

   4. (d) potential requirements for:

      1. (i) annual data audits;
      2. (ii) regular purging of non-essential data;
      3. (iii) standardized retention schedules; and
      4. (iv) data disposal verification; and
   5. (e) fiscal and operational impacts of recommended changes.

5. (5) The advisory committee shall ensure the study of student information systems examines:

   1. (a) current LEA expenditures for:

      1. (i) system licensing;
      2. (ii) hosting services;
      3. (iii) technical support;
      4. (iv) staff training;
      5. (v) data extraction;
      6. (vi) custom programming; and
      7. (vii) system modifications;

   2. (b) staff time required for:

      1. (i) manual data transmission;
      2. (ii) data validation;
      3. (iii) error correction;
      4. (iv) report generation; and
      5. (v) system maintenance;

   3. (c) frequency and cost of system modifications required by:

      1. (i) legislative changes;
      2. (ii) rule updates; and
      3. (iii) new data requests;

   4. (d) capabilities and limitations of:

      1. (i) current LEA systems;
      2. (ii) the state board system under Section 53E-3-518; and
      3. (iii) potential alternative solutions;
   5. (e) examples of statewide student information systems in other states;

   6. (f) analysis of:

      1. (i) total statewide spending on individual LEA systems;
      2. (ii) projected costs of a single statewide system;
      3. (iii) potential savings from consolidation;
      4. (iv) implementation challenges; and
      5. (v) transition requirements; and
   7. (g) recommendations for improving system efficiency and cost-effectiveness.

6. (6) The advisory committee shall ensure the study of reporting requirements examines:

   1. (a) existing reporting obligations, including:

      1. (i) statutory reports;
      2. (ii) administrative rule reports;
      3. (iii) grant-required reports;
      4. (iv) federal reports; and
      5. (v) other regular data submissions;

   2. (b) for each identified requirement:

      1. (i) legal basis;
      2. (ii) intended purpose;
      3. (iii) current uses;
      4. (iv) submission frequency;
      5. (v) required data elements;
      6. (vi) collection burden; and
      7. (vii) continued relevance;

   3. (c) potential criteria for:

      1. (i) evaluating reporting necessity;
      2. (ii) consolidating similar reports;
      3. (iii) eliminating obsolete requirements; and
      4. (iv) sunsetting provisions;

   4. (d) methods to:

      1. (i) track reporting obligations;
      2. (ii) evaluate requirement impacts;
      3. (iii) coordinate review processes; and
      4. (iv) implement sunset procedures;

   5. (e) processes for:

      1. (i) annual reporting review;
      2. (ii) sunset recommendations;
      3. (iii) requirement reauthorization; and
      4. (iv) stakeholder input; and

   6. (f) proposed structures for:

      1. (i) managing reporting requirements;
      2. (ii) implementing sunset provisions; and
      3. (iii) maintaining transparency.

7. (7) On or before September 15, 2025, the state board shall:

   1. (a) prepare a report that includes:

      1. (i) study findings related to student information systems as described in Subsection (5);
      2. (ii) stakeholder input related to student information systems;
      3. (iii) fiscal impacts;
      4. (iv) implementation considerations; and

      5. (v) specific recommendations for:

         1. (A) student information system improvements;
         2. (B) statutory changes related to student information systems;
         3. (C) rule modifications related to student information systems; and
         4. (D) implementation timelines; and
   2. (b) present the report to the Education Interim Committee.

8. (8) On or before September 15, 2026, the state board shall:

   1. (a) prepare a report that includes:

      1. (i) study findings related to:

         1. (A) student data retention as described in Subsection (4); and
         2. (B) reporting requirements as described in Subsection (6);
      2. (ii) stakeholder input related to these components;
      3. (iii) fiscal impacts;
      4. (iv) implementation considerations; and

      5. (v) specific recommendations for:

         1. (A) data retention policies;
         2. (B) reporting requirement management;
         3. (C) statutory changes related to these components;
         4. (D) rule modifications related to these components; and
         5. (E) implementation timelines; and
   2. (b) present the report to the Education Interim Committee.

9. (9) The Education Interim Committee shall:

   1. (a) review the state board reports described in Subsections (7) and (8);
   2. (b) accept public testimony on the recommendations;
   3. (c) evaluate implementation requirements; and

   4. (d) consider whether to recommend legislation for:

      1. (i) the 2026 General Session based on the report described in Subsection (7); and
      2. (ii) the 2027 General Session based on the report described in Subsection (8).

Enacted by Chapter 505, 2025 General Session